HR & Office Administrator

Location: Montreal

About Planisware:
Planisware is a leading provider of Strategic Portfolio Management (SPM) solutions, helping organizations connect strategy to execution and drive better business outcomes.
Our platform enables companies to plan, prioritize, and deliver complex initiatives across R&D, IT, and capital projects, with strong adoption across pharmaceutical, medical device, manufacturing, energy, and financial services industries.
With a strong foundation, global presence, and continued growth, Planisware is uniquely positioned to shape the future of portfolio management.

Position Summary
The HR & Office Administrator supports both human resources and day‑to‑day office operations, ensuring a well‑organized, welcoming, and efficient workplace. This role combines core HR administration and payroll coordination with hands‑on office management responsibilities, including maintaining common spaces, coordinating vendors, and organizing employee events. The position plays a key role in supporting employee experience and smooth business operations in the Montreal office.

This role will be based out of our Montreal office. Planisware currently has a hybrid policy of working in-office four days per week, Monday-Thursday, with remote flexibility on Friday. This is subject to change as the company sees fit. Salary range for this role is C $60-70k.

Key Responsibilities

Human Resources Administration
Support the employee lifecycle, including onboarding, offboarding, and employee record management
Maintain HR data, personnel files, and HR systems with accuracy and discretion
Respond to employee inquiries related to HR processes, policies, benefits, and payroll
Assist with benefits administration, enrollments, updates, and coordination with providers
Support performance review cycles, training coordination, and internal HR reporting
Ensure HR administrative practices align with company policy and Quebec employment standards

Payroll Support
Coordinate payroll processing with internal and external payroll providers
Maintain accurate employee data impacting payroll (new hires, terminations, job changes, leaves)
Track vacation balances, statutory holidays, sick leave, and other absences
Assist in resolving payroll discrepancies and employee questions
Support year‑end payroll activities, including T4 and Relevé 1 preparation and verification

Office Administration & Workplace Operations
Oversee day‑to‑day office operations to ensure a clean, organized, and professional work environment
Coordinate office cleaning schedules and assist with light office tidying as needed (kitchens, meeting rooms, common areas)
Ensure common spaces are organized, stocked, and ready for daily use (coffee, snacks, office supplies)
Manage relationships with office vendors and building management (cleaning services, maintenance, deliveries)
Order, organize, and maintain inventory of office supplies and equipment
Support health and safety initiatives and ensure office practices meet basic workplace standards

Events & Employee Experience
Plan, organize, and support internal events such as team meetings, onboarding sessions, happy hours, and employee celebrations
Coordinate logistics for social events, including catering, supplies, space setup, and post‑event cleanup
Support company‑wide initiatives that promote engagement, culture, and collaboration
Assist with internal communications related to office updates, events, and HR announcements

Qualifications & Experience
2–4 years of experience in office administration, HR administration, or operations support
Experience supporting payroll processes, ideally within a Quebec‑based organization

Experience with Quebec HR practices and employment standards
Strong organizational and time management skills with attention to detail
Comfortable balancing administrative, people‑facing, and hands‑on office tasks
Ability to handle confidential information with professionalism and discretion
Proficiency in Microsoft Office and HR/payroll systems
Bilingual (French and English) required

Benefits and Perks:
3 weeks paid vacation
Paid holidays
Paid parental leave
Life, short and long-term disability insurance
Company annual kick-off trip
RRSP plan with company variable contribution
Supplemental health, dental, and vision insurance
Cell phone and internet allowances
Events and happy hours
Company charitable donation match
Community outreach
Tuition assistance program
Graduate program